Videoconferencing Policy & Procedures

The University of Louisville utilizes digital interactive technology to transmit video and audio between two or more locations over the Internet using IP (H.323) technology. Conferences can be distributed among Belknap, Shelby, and Health Sciences campuses, as well as other locations worldwide using this technology.


Service Priority
Requests are accepted on a first-come-first-served basis. Priority is given to programming carried under established contract, consortia, or network arrangements in which the University of Louisville is a participant or holds membership and as IT facilities and personnel are available. Further priority consideration is given to:

1) Instructional programs granting UofL credit
2) Continuing Education instructional programs granting UofL CEU's
3) Faculty/staff development
4) Administrative functions
5) Student support services of an instructional nature
6) Educational functions where no admission or registration fees are charged aside from established tuition fees
7) UofL sponsored projects with organizations that are instructional, cultural, or professional in nature.

Programs in the non-academic category (not granting UofL academic credit towards a degree program) will be billed at a non-instructional rate in accordance with UofL IT cost recovery requirements. Consumable supplies will be billed at full cost.

Note: Equipment is not available to entities not affiliated with the University of Louisville, other Kentucky Higher Education Institutions, Public School Systems, State agencies, Federal agencies or for personal use.

IT Services
IT will assist videoconference users to obtain viewing room arrangements, technical engineering provisions and supporting audiovisual equipment. IT staff will advise clients of the most suitable facilities in which to carry the conference.

IT Technical Liaison
IT will serve as technical liaison with videoconference distributors to assure compatibility with UofL videoconference equipment.

IT Hours, Locations, and Phone
The Belknap Campus Media Support Center is open Monday through Friday, 8:00 a.m. to 4:30 p.m. The office is located on the Belknap Campus in the west wing of Strickler Hall, Room 105. The telephone number is 852-6465.

The Health Sciences Campus Media Support Center is open Monday through Friday, 8:00 a.m. to 5:00 p.m. The office is located on the Health Sciences Campus in Building B, Room 230. The telephone number is 852-7476.

UofL Distance Learning Support is available at 502/852.1452 Monday through Friday 8:00am to 3:00pm.

IT Responsibility
Information Technology (IT) will provide an accurate estimate for IT services contracted for compressed videoconferencing prior to the program, assist the site coordinator with details and arrangements for the program, negotiate contracts directly with videoconference distributors, and processing contracts through University Counsel. IT clients should receive copies of all contracts and agreements.

Client Responsibility
Videoconference clients are responsible for coordinating program arrangements, catering through the University Caterer (852-6715), and making disbursements. Videoconference clients are responsible for providing a site coordinator to be present at the videoconference to oversee registration, provide official greetings, and other administrative details (including any telephone charge associated with organizing and during the program).

Required Information
When making reservations for videoconferencing services, please provide as much of the following information as possible:

1) Subject/Title of the videoconference.
2) Program date/time (noted in eastern time).
3) All other compressed videoconference locations that will attend.
4) Name of contact person, phone, and department requesting service.
5) Complete billing address (including a telephone number).

Payment Procedures
IT will invoice clients within 30 days of the videoconference. Internal University payments to IT should be made according to the established UofL requisition process. State agencies will be billed through the inter-agency billing procedure.

Regulation of Use
IT reserves the right to refuse any and all compressed videoconference service requests.

Limits of Liability Compressed Videoconferencing
The client shall agree that the University of Louisville shall not be liable for failure to perform any of its duties under the teleconferencing agreement for reasons beyond its control, including but not limited to: (a) inability to acquire or transmit, and/or record network signals; (b) strikes, boycotts, lockouts, or other labor trouble; (c) any storm, fire, earthquake, flood, or other Act of God; (d) any riot, civil disturbance, or any act of war; (e) any shortage, unavailability or disruption in the supply of labor, materials, fuels, or disruption of postal, electrical, telephone, or other utility service; (f) any present or future governmental law or ordinance, order, rule, or regulation or other cause or contingency beyond the University of Louisville's control.

Clients agree to indemnify, defend, and hold harmless the University of Louisville and its officers, agents, employees, and students from liability for any claim by any third party ensuing out of the performance by clients or UofL of the terms of videoconference agreements. Claims covered by the aforementioned indemnification shall include, but not be limited to, claims by third parties of defamation or of violations of property rights, copyrights, or rights of privacy arising out of publication, translation, reproduction, delivery, performance, uses or disposition of the taped program co-produced by the parties under the agreement.

Agreements shall be construed under the laws of the Commonwealth of Kentucky.